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Event Coordinator

5 months ago

London, United Kingdom Dreamtek Full time
Who We Are

A wholly owned subsidiary of System One Services, The Dreamtek Group is a fully integrated production company offering a range of creative solutions to help our customers create and deliver awe -inspiring digital experiences. To support this we have teams working across 4 key areas of the business; Virtual/Hybrid Event, Video Production, Studio Builds, and a Talent division that offers a fully Managed Service for permanent & freelance staffing across the AV, Events & Production industries. 

The Day-to-Day

  • Provide high-level administrative support for the Technical Event Production team
  • Respond promptly to event booking requests from various client stakeholders and schedule pre-production meetings as required to gather full event scope
  • Manage and update calendars with each requested event
  • Work with the Senior Coordinator to plan project operations, establish priorities and deliver elements to the client in timely manner
  • Prioritise, manage and deliver responsibilities as assigned by Senior Coordinator and Team Lead which may include, but are not limited to:
    • Produce production briefs based on client requirements
    • Create and maintain project documentation
    • Coordinate on-site event staff
    • Review production briefs and  event schedules for accuracy
    • Coordinate internal and external meetings
    • Assist in developing event design elements
    • Meet & Greet clients ahead of event kick off
  • Database management to ensure consistency of information, accurate data, input new information when required and generate lists upon request
  • Work closely with the event producers to facilitate the delivery of larger profile events
  • Provide support for the Producer/Editor to coordination for video production projects
  • Perform general administrative tasks
  • Cultivate and maintain relationships with colleagues, clients and vendors
  • Work with the team to ensure adherence to client and MSP standards
  • Be proactive with ideas and creative solutions
  • Performs other ad hoc duties as required by the business

Qualifications

  • Experience in meeting planning or stage management
  • Ability to establish relationships and maintain a positive rapport with colleagues, clients, vendors and suppliers
  • Strong oral and written communication skills
  • Highly organised with excellent time management skills to handle multiple tasks simultaneously, meet strict deadlines, and maintain attention to detail
  • Knowledge of Google applications or Microsoft Office Suite
  • Creative problem solver, resourceful, and a team player
  • Calm and flexible approach to handling the pressure and stress of ever-changing demands
  • Ambitious, proactive and flexible when working in fast paced environment
  • Demonstrated ability to collaborate with colleagues at all levels
  • Self starter that can demonstrate being open to learning
  • Desirable: Understanding and experience of various event formats, including Q&A, training events, town hall meetings etc